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Mock Scenarios: Requisitions, eQuotes, and Receipts

MyFloridaMarketPlace. Mock Scenarios: Requisitions, eQuotes, and Receipts. Revised Date: 07/16/04. Before you begin.

alexis-guerrero
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Mock Scenarios: Requisitions, eQuotes, and Receipts

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  1. MyFloridaMarketPlace Mock Scenarios: Requisitions, eQuotes, and Receipts Revised Date: 07/16/04

  2. Before you begin • The MyFloridaMarKetPlace mock scenarios are designed to give you an opportunity to apply what you have learned from the first 3 days of the Instructor Led training session. These scenarios will attempt to mock “sample requisitions” using the system. Before you begin, you will need to create the following MS Word and MS Excel documents to be used as attachments: • External Attachment 1.doc • Internal Attachment 1.doc • Internal Attachment 2.doc • Plumbing Retail Price.xls • Laptop Specifications.doc • Battery Specifications.doc • Invoice 1.doc • Invoice 2.doc • Invoice 3.doc • Invoice 4.doc • Baxter Media Pricing Agreement.doc • Signed Contract.doc • Tables Packing Slip.doc

  3. Preferences Update #1: Changing Your Profile • Click on the appropriate button to view your preferences • Click on the appropriate link to change your profile • Follow the specification below to change your profile preferences • Step 1: Personal Information • Supervisor: Instructor • Phone Number: 850-555-1234 • Step 2: Accounting/Shipping Information • Bill To: Department of Management Services • Street: Bldg 4030 Ste 335 4050 Esplanade Way • Step 3: Justify Changes • Promotion • Step 4: Approval Flow • Use system-generated approval flow • Step 5: Summary • Review changes and submit for approval

  4. Preferences Update #2: Email Notifications • Click on the appropriate button to view your preferences • Click on the appropriate link to change your e-mail notification preferences • Complete the following changes to your e-mail preferences: • Change preferences to receive an e-mail only upon the final approval of requisitions you have submitted for approval. • Change preference to receive an email every day for requests not approved within the first week in your approval queue. • Change preference to not receive an e-mail for overdue requests requiring your approval. • Change e-mail preferences to receive an one e-mail which contains all notifications which were generated for the previous day. • Save your changes.

  5. Preferences Update #3: Delegate Approval Authority • Click on the appropriate button to view your preferences • Click on the appropriate link to delegate your approval authority • Complete the following: • Step 1: Delegate • Delegate: Lisa Thomas • Delegation Start Date: today • Delegation End Date: tomorrow • Delegation Reason: Out of office for MyFloridaMarketPlace training • Select option to continue receiving an e-mail notification • Step 2: Approval Flow • Use system-generated approval flow • Step 3: Summary • Record your user profile request number and submit for approval

  6. Mock Requisition #1: Catalog Item • Step 1: Add Title • Replacement Flooring - (your initials) • Step 2: Add Items (Browsing the Catalog) • Click the link for ‘Floor Coverings-Fabric’ • Click the link for ‘360240: Carpet, Commercial and Residential’ • Add the Catalog item for ‘Pride’ • Order Qty: 35 • Step 3: Add Shipping Details • Use default Ship To • Need by Date: (one month from today) • Step 4: Add Accounting • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • Add internal comment: Replacement flooring for break room • Step 6: Approval Flow • Use system-generated approval flow • Step 7: Summary • Record your requisition number and submit for approval PRTRAIN__________ DOTRAIN__________

  7. Mock Requisition #2: Catalog Item • Step 1: Add Title • Recycled Paper - (your initials) • Step 2: Add Items (Keyword Search) • Enter ‘paper’ in the Search field • Add the Catalog item • Order Qty: 48 • Step 3: Add Shipping Details • Use default Ship To • Shipping Method: UPS • Step 4: Add Accounting • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • Add external comment: No partial shipments • Step 6: Approval Flow • Use system-generated approval flow • Step 7: Summary • Record your requisition number and submit for approval PRTRAIN__________ DOTRAIN__________

  8. Mock Requisition #3: Catalog Item Note: Save your Advanced Search Search name: Student Desks • Step 1: Add Title • Student Desks - (your initials) • Step 2: Add Items (Using an Advanced Search) • Click the ‘Advanced’ search link • Keywords: student desk • Price: 250.00 to 300.00 • Supplier: Premium Manufacturing, Inc. • ETA (days): 28 to 35 • Add the student desk priced at $280.00 • Order Qty: 4 • Step 3: Add Shipping Details • Ship To: Division of Facilities Management • Street: Fletcher Bldg Room B-14 101 E Gaines ST • Shipping Method: Truck Carrier • Step 4: Add Accounting • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • Add external comment: Deliver to loading dock B • Step 6: Approval Flow • Use system-generated approval flow • Step 7: Summary • Record your requisition number and submit for approval PRTRAIN__________ DOTRAIN__________

  9. Mock Requisition #4: Non-Catalog Item • Step 1: Add Title • Title: Sound Proof Doors – (your initials) • Step 2: Add Items (Supplier: Mahaffey Corporation) • Line Item 1: Sound Proof Doors for Server Room • Commodity Code: 150400 • Qty: 4 • Price: 615.00 • Step 3: Add Shipping Details • Ship items to: Commission on Human Relations • 2009 Apalachee Pkwy Ste 100 Tallahassee FL • Step 4: Accounting Details • Expansion Option: JO • Object Code: 561000 (Building and Fixed Materials) • Step 5: Add Comments • External comments: No partial shipments • External Attachment: External Attachment 1.doc • Step 6: Approval Flow • Add ‘Instructor’ role as an optional approver • Step 7: Summary • Review information for accuracy to specification, record your requisition number and submit for review and approval PRTRAIN__________ DOTRAIN__________

  10. Mock Requisition #5: Non-Catalog Requisition • Step 1: Add Title • Title: Janitorial Services – (your initials) • Hold Until: (one week from today) • PO Start Date: July 1, 2004 • PO End Date: June 30, 2006 • Step 2: Add Items • Line Item 1: Janitorial Services for Adams Building; FY05 • Supplier: Elkin Enterprises • Contact: Beth Wilson • Purchasing Code: State Contract • Qty: 12 • Unit of Measure: Month • Price: 25,000 • Step 3: Add Shipping Details • Use default Ship To Information • Step 4: Accounting Details • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • External comments: Send invoice each month for prompt payment • Step 6: Approval Flow • Add ‘Vincent Ackerman’ as a required approver • Step 7: Summary • Edit Line Item 1 • Add internal comment: See attached documents for cleaning services detail • Add internal attachment: Internal Attachment 1.doc • Add internal attachment: Internal Attachment 2.doc PRTRAIN__________ DOTRAIN__________

  11. Mock Requisition #6: Non-Catalog Item • Step 1: Add Title • Title: Misc Video Supplies – (your initials) • Encumber Funds - Unchecked • Step 2: Add Items • Line Item 1: VHS Recorder • Supplier: Baxter Media • Contact: Jerry Seinfield • Purchasing Code: Discretionary Purchase • Qty: 2 • Price: $149.99 • Line Item 2: Tape Recorder • Supplier: Dustin Enterprise • Purchasing Code: Discretionary Purchase • Qty: 3 • Price: $59.99 • Step 3: Add Shipping Details • Use default Ship To information • Step 4: Accounting Details • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • External comments: No partial shipments • Record requisition number and go to Summary Screen and submit for approval PRTRAIN__________ DOTRAIN__________ DOTRAIN__________

  12. Mock Requisition #7: Catalog Items • Step 1: Add Title • Misc Office Supplies - (your initials) • Step 2: Add Items • Line Item 1: Pedestal Box File: BFP-2016-L/CLT-2026-3072 • Order Qty: 50 • Line Item 2: Cable Chase Lid Locking: CCL-2345 (CLT-2026-3072) • Order Qty: 25 • Step 3: Add Shipping Details • Use default Ship To and include Need by Date (one month from today) • Step 4: Add Accounting (if desired, use the Mass Edit functionality) • Org Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • Add external comments: Notify if partial shipments are necessary • Add an external attachment: External Attachment 1.doc • Step 6: Approval Flow • Use system-generated approval flow • Step 7: Summary • Edit Line Item 1 • Ship To: Division of Human Resources 4050 Esplanade Way Bldg 4040 Suite 360 • Add internal comments: Office supplies for training room • Add internal attachment: Internal Attachment 1.doc • Record your requisition number and submit for review and approval PRTRAIN__________ DOTRAIN__________ DOTRAIN__________

  13. Mock Requisition #8: Catalog Items • Step 1: Add Title • Misc Tables - (your initials) • Funds will not be encumbered • Step 2: Add Items • Line Item 1: Classroom Table 3000 Series (Supplier Part Number: CLT-3026-3072) • Order Qty: 5 • Line Item 2: General Purpose Classroom Table (Supplier Part Number: CLT-2026-3036) • Order Qty: 2 • Step 3: Add Shipping Details • Use default Ship To Address • Shipping Method: Common Carrier • Step 4: Add Accounting (use Mass Edit if desired) • Org Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • Add external comments: Notify if partial shipments are necessary • Step 6: Approval Flow • Use system-generated approval flow • Step 7: Summary • Edit Line Item 2 • Add internal attachment: Internal Attachment 2.doc • Record your requisition number and submit for review and approval PRTRAIN__________ DOTRAIN__________

  14. Mock Requisition #9: Catalog Items • Step 1: Add Title • Recessed Monitor Tubs - (your initials) • Step 2: Add Items • Line Item 1: Black Recessed Monitor Tubs: Part #: SRM-1919 (CLT-2026-3048) • Order Qty: 24 • Step 3: Add Shipping Details • Ship To: 2600 Blairstone Road, Twin Towers Building Room 169 • Deliver To: Clare Starling • Need By: (one month from today) • Step 4: Add Accounting • Org Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • No comments • Step 6: Approval Flow • Add the role ‘Instructor’ as a watcher • Step 7: Summary • Edit Line Item 1 – Split Accounting by percentage – 2 ways • 1st Split: Same accounting info from Step 4: 30% split • 2nd Split: Select Object code: 271010 (Utilities-Electricity): 70% split • Record requisition number and submit for review and approval PRTRAIN__________ DOTRAIN__________

  15. Mock Requisition #10: Catalog Items • Step 1: Add Title • Desks for Carr Bldg- (your initials) • On Behalf Of: Instructor • Step 2: Add Items • Line Item 1: Student Desk (CD-3029-3072) • Order Qty: 12 • Line Item 2: Teacher Desk (TDR-2448-L (CLT-4026-3060) • Order Qty: 3 • Step 3: Add Shipping Details • Use default Ship To address • Need By: (2 months from today) • Step 4: Add Accounting (use Mass Edit if desired) • Org Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • Add internal comments: Call 414-0001 if additional information is required for approval • Step 6: Approval Flow • Use system generated approval flow • Step 7: Summary • Edit Line Item 2 – Split Accounting by quantity • 1st Split – same accounting from Step 4 • 2nd Split – Object Code: 271010 (Utilities-Electricity) • 3rd Split – Object Code: 561000 (Building and Fixed Materials) • Record requisition number and submit for review and approval PRTRAIN__________ DOTRAIN__________

  16. Mock Requisition #11: Non-Catalog Items Note: You may need to search for the appropriate unit of measure designated for each line item. • Step 1: Add Title • Title: Training Room Supplies – (your initials) • PO Start Date: July 1, 2004 • PO End Date: June 30, 2005 • Step 2: Add Items (Supplier: Boris Enterprise) • Line Item 1: Miscellaneous Dry Erase Markers • Commodity Code: 618585 • 36 Boxes/19.99 per box • Line Item 2: Whiteboard Erasers • Commodity Code: 618350 • 6 each/7.99 each • Line Item 3: Dry Erase Whiteboard Cleaner • Commodity Code: 618140 • 12 Bottles/14.95 per bottle • Step 3: Add Shipping Details • Ship items to: Planning and Budget Section (4050 Esplanade Way STE 260) • Step 4: Accounting Details • Perform a Mass Edit to complete the following • Organization Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • External comments: No partial shipments • Step 6: Approval Flow • Use system generated approval flow • Step 7: Summary • Review information for accuracy to specification, record your requisition number and submit for review and approval PRTRAIN__________ DOTRAIN__________

  17. Mock Requisition #12: Non-Catalog Items Search for and add the appropriate commodity code for each line item • Step 1: Add Title • Title: Media Supplies – (your initials) • Step 2: Add Items (Supplier: Baxter Media/Supplier Location: Steve Feller – New York) • Line Item 1: Cassette Tapes • 36 Boxes/19.99 per box • Purchasing Code: Discretionary Purchase • Line Item 2: 2-Wire Antennas (Radio Only) • 3 each/33.99 each • Purchasing Code: Discretionary Purchase • Line Item 3: Media Services • 4 hours/175.00 per hour • Purchasing Code: Discretionary Purchase • Step 3: Add Shipping Details • Use Default Ship To Address • Step 4: Accounting Details • Perform a Mass Edit to complete the following • Organization Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • External comments: No partial shipments • Step 6: Approval Flow • Add the role ‘Instructor’ as an optional approver • Step 7: Summary • Review information, record requisition number and submit for review and approval PRTRAIN__________ DOTRAIN__________

  18. Mock Requisition #13: Non-Catalog Items Search for and add the appropriate commodity code for each line item • Step 1: Add Title • Title: Misc Video Supplies – (your initials) • Hold Until: (One week from today) • Encumber Funds - Unchecked • Step 2: Add Items • Line Item 1: VHS Recorder • Supplier: Baxter Media • Contact: Jerry Seinfield • Purchasing Code: Discretionary Purchase • Qty: 2 • Price: $149.99 • Line Item 2: Tape Recorder • Supplier: Dustin Enterprise • Purchasing Code: Discretionary Purchase • Qty: 3 • Price: $59.99 • Step 3: Add Shipping Details • Ship items to: Inspector General 4050 Esplanade Way Ste 280 • Shipping Method: Common Carrier • Step 4: Accounting Details • Perform a Mass Edit to complete the following • Organization Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • External comments: No partial shipments • Record requisition number and go to Summary Screen and submit for approval PRTRAIN__________ DOTRAIN__________

  19. Mock Requisition #14: Item Level MA • Step 1: Add Title • Title: Replacement Uniforms – (your initials) • Step 2: Add Items (Contract ID: LDT-12345) • 24 Medium Black Polo Shirts w/Pockets • 12 Small Black Polo Shirts No Pockets • 36 Large Blue Polo Shirts w/ Pockets • Step 3: Add Shipping Details • Use default Ship To address • Step 4: Accounting Details • Perform a Mass Edit to complete the following • Organization Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • Add Internal comments: Please approve ASAP • Step 6: Approval Flow • Add the role ‘Instructor’ as a required approver • Step 7: Summary • Record requisition number and submit for approval PRTRAIN__________ MATRAIN__________

  20. Mock Requisition #15: Item Level MA • Step 1: Add Title • Title: Requisition from Inter-Agency Contract – (your initials) • Step 2: Add Items (Contract ID: DEP12987-LNR) • Fluoride Pellets – 12 • Bioassay – 4 • Step 3: Add Shipping Details • Use default Ship To address • Shipping Method - UPS • Step 4: Accounting Details • Perform a Mass Edit to complete the following • Organization Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • Add Internal comments: Please approve ASAP • Step 6: Approval Flow • Add the role ‘Instructor’ as a watcher • Step 7: Summary • Record your requisition number and submit for approval PRTRAIN__________ MATRAIN__________

  21. Mock Requisition #16: Supplier Level MA • Step 1: Add Title • Title: Plumbing Supplies – (your initials) • Step 2: Add Items (Search by Title: Plumbing supplies) • View the details of the contract to determine the pricing terms ‘BEFORE’ selecting the contract • Add 10 of each of the items listed on the contract using the appropriate pricing terms • Search and add commodity code for plastic pipe fittings • NOTE: Total Cost should equal $202.50 • Step 3: Add Shipping Details • Use default Ship To address • Step 4: Accounting Details • Perform a Mass Edit to complete the following • Organization Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • Add Internal comments: Please approve ASAP • Step 6: Approval Flow • No additional approver required • Step 7: Summary • Record your requisition number and submit for approval Suggested Retail Price: 3” PVC 45 Elbows – $7.50ea 3” PVC Couplings - $5.00ea 3” PVC Tees – $10.00ea PRTRAIN__________ MATRAIN__________

  22. Mock Requisition #17: eQuote • Step 1: Add Title • Title: eQuote – Toshiba IT Equipment – (your initials) • Step 2: Add eQuote Shipping Details • Select Shipping Address ID: 72-S78 • Need-By Date: (one month from today) • Shipping Method: UPS • Step 1: Enter eQuote Info • Response Due: Rush Response • Delivery Need By: (one month from today) • Line item 1 • Toshiba Laptop; Tecra 8100; 13G Hard drive • Order Quantity: 3 • Line item 2 • Toshiba Backup Battery; Model PT810U • Order Quantity: 3 • Add Attachments • Laptop Specifications.doc • Battery Specifications.doc • Step 2: Select Suppliers • Add the following Suppliers • Florida Maintenance Supply • Florida Rubber & Supply Co. • Office Supplies • Step 3: Review and Submit • Review eQuote and submit to suppliers for response PRTRAIN__________

  23. Mock Requisition #18: eQuote • Step 1: Add Title • Title: eQuote – Xerox Copier Accessories – (your initials) • Step 2: Add eQuote Shipping Details • Ship To: Select Ship To address for Alachua (hint: search by City) • Need-By Date: (one month from today) • Shipping Method: UPS • Step 1: Enter eQuote Info • Line item 1 • Copy Machine Toner; Xerox 7891-1389 • Order Qty: 3 • Line item 2 • Copy Machine Staple Cartridge; Model XJ-9763 • Order Qty: 2 • Step 2: Select Suppliers • Add the following Suppliers • Florida Maintenance Supply • Florida Rubber & Supply Co. • Office Supplies • Additional Step: Invite a Supplier • Name: ACME Computers • Contact: Will E. Coyote • Phone: 850-555-4321 • Fax: 850-555-1234 • Step 3: Review and Submit • Edit eQuote • Add Line Item 3: Replacement Collating Tray; Model XCT-1782 • Order Qty: 1 • Review and submit to suppliers for response PRTRAIN__________ Note: An eQuote cannot be edited once it has been submitted to the suppliers.

  24. Entering a Receipt: Mock Requisition #7 • Purchase Order 7: DOTRAIN______ • Fully Receive Order: RCTRAIN_____ • Pedestal Box Files • Accept: 50 • Add internal comment: Order received in full; no exceptions • Purchase Order 2: DOTRAIN______ • Fully Receive Order: RCTRAIN______ • Locking Lid Cable Chases • Accept: 25 • Add internal comment: Order received in full; no exceptions Note: The ‘Date Received’ field will accept a previous date. However, a date prior to the generation of the purchase order will generate an error message. A date in the future will also trigger an error message.

  25. Entering a Receipt: Mock Requisition #8 • Purchase Order 8: DOTRAIN_____ • Receipt #1: RCTRAIN______ • Classroom Tables • Accept: 5 • General Purpose Tables • Accept: 1 • Receipt #2: RCTRAIN_______ • General Purpose Tables • Accept: 1 • Add Comment: Final receipt • Add Attachment: Tables Packing Slip.doc

  26. Entering a Receipt: Mock Requisition #9 • Purchase Order 9: DOTRAIN_____ • Partial Receipt #1: RCTRAIN_____ • Semi-Recessed Monitor Tubs • Accept: 12 • Reject: 12 (Reject Reason: Shipped incorrect tubs) • Add Comment: Returned incorrect tubs; vendor to re-ship within 72 hrs • Partial Receipt #2: RCTRAIN______ • Semi-Recessed Monitor Tubs • Reject: 12 (Reject Reason: Damaged Tubs) • Close Order • Add comment: Returned damaged tubs; closing order • Partial Receipt #3: RCTRAIN_______ • Semi-Recessed Monitor Tubs • Reopen order • Accept: 12 • Add Comment: Order reopened to received 12 tubs; final receipt

  27. Entering a Receipt: Mock Requisition #10 Why are there no detailed instructions for you to enter the receipt information for Mock Requisition #10? Answer: ______________________________________

  28. Entering a Receipt: Mock Requisition #11 • Purchase Order 11: DOTRAIN___________ • Receipt #1: RCTRAIN___________ • Miscellaneous Dry Erase Markers • Accept: 24 • Whiteboard Erasers • Accept: 6 • Dry Erase Whiteboard Cleaner • Accept: 10 • Reject: 2 (Reason: Damaged bottles) • Receipt #2: RCTRAIN___________ • Miscellaneous Dry Erase Markers • Accept: 12 • Add internal comment: Did not receive complete order; 2 damaged bottles of cleaner; this is the final receipt • Close Order

  29. Entering a Receipt: Mock Requisition #12 • Purchase Order 12: DOTRAIN____________ • Receipt #1: RCTRAIN______ • Cassette Tapes • Accept: 24 • 2-Wire Antennas (Radio Only) • Accept: 6 • Add comment: Remaining cassette tapes on back-order. Receipt #2: RCTRAIN______ • Cassette Tapes • Accept: 12 Note: Purchase order contains 3 line items however 2 line items are listed for receiving. Why? _______________________________________________________

  30. Entering a Receipt: Mock Requisition #13 Why are there no detailed instructions for you to enter the receipt information for Mock Requisition #7? Answer: ______________________________________

  31. Mock Invoice eForm #1: Purchase Order • Step 1: Invoice Header • Title: Misc Office Supplies – (your initials) • Supplier Invoice #: (enter the PO number) • Supplier Invoice Date: (today’s date) • Invoice Received Date: (today’s date) • Supplier: Premium Manufacturing, Inc • Supplier Contact: (select registered contact location) • Subtotal: $775.00 Step 2: Invoice Lines • Invoicing without Order/Release?: No • Purchase Order: (search for your PO number and generate the invoice) Step 3: Summary • Add comment: Scanned invoice attached • Add attachment: Invoice 1.doc

  32. Mock Invoice eForm #2: Purchase Order • Step 1: Invoice Header • Title: Misc Office Supplies – (your initials) • Supplier Invoice #: (enter the PO number) • Supplier Invoice Date: (today’s date) • Invoice Received Date: (today’s date) • Supplier: Premium Manufacturing, Inc • Supplier Contact: (select registered contact location) • Subtotal: $312.50 Step 2: Invoice Lines • Invoicing without Order/Release?: No • Purchase Order: (search for your PO number and generate the invoice) Step 3: Summary • Add comment: Scanned invoice attached • Add attachment: Invoice 2.doc

  33. Mock Invoice eForm #3: Purchase Order • Step 1: Invoice Header • Title: Misc Tables for Mahan Bldg – (your initials) • Supplier Invoice #: (enter the PO number) • Supplier Invoice Date: (today’s date) • Invoice Received Date: (today’s date) • Supplier: Premium Manufacturing, Inc • Supplier Contact: (select registered contact location) • Subtotal: $1925.84 Step 2: Invoice Lines • Invoicing without Order/Release?: No • Purchase Order: (search for your PO number and generate the invoice) • Change the quantity for the General Purpose Table to “1” Step 3: Summary • Add comment: Scanned invoice attached • Add attachment: Invoice 3.doc

  34. Mock Invoice eForm #4: Purchase Order • Step 1: Invoice Header • Title: Misc Tables for Mahan Bldg – (your initials) • Supplier Invoice #: (enter the PO number-2) • Supplier Invoice Date: (today’s date) • Invoice Received Date: (today’s date) • Supplier: Premium Manufacturing, Inc • Supplier Contact: (select registered contact location) • Subtotal: $257.04 Step 2: Invoice Lines • Invoicing without Order/Release?: No • Purchase Order: (search for your PO number and generate the invoice) • Delete the line item for Classroom Table 3000 Series & Lower quantity for General Purpose Tables Step 3: Summary • Add comment: Scanned invoice attached • Add attachment: Invoice 4.doc

  35. Mock Master Agreement #1: Supplier Level • Step 1: Definitions • Title: Agency Contract for Baxter Media - (your initials) • Description: This MA will be used to capture agency FY04 and FY05 spend from Baxter Media. • Method of Procurement: Under Bid Threshold • Contract ID: 12345-(your initials) • Effective Date: July 1, 2004 • Expiration Date: June 30, 2006 • Supplier: Baxter Media • Supplier Location: Jerry Seinfeld: New York • Historical Amount Spent: 3500 • Step 2: Limits • Maximum Commitment: 25000 • Number of Days Before the Agreement Expires: 180 • Available Balance at or Below: 20 • Step 3: Pricing Terms • Full Description: Contracted pricing terms for agreement • Discount Percent: 10 • Step 4: User Access • Editing Users: Lisa Thomas • Restrict Release Access: 7200: Contract Specialists • Step 5: Attachments • Add Attachment: Baxter Media Pricing Agreement.doc • Step 6: Summary • Record Master Agreement Request number and submit for approval MARTRAIN__________ MATRAIN___________ Release Required: Yes

  36. Mock Master Agreement #2: Commodity Level • Step 1: Definitions • Title: Agency Contract for Janitorial Services - (your initials) • Description: This MA will be used to track invoices paid from Coleman & Sons. • Method of Procurement: Competitive Bid • Contract ID: JS01-(your initials) • Effective Date: January 2, 2004 • Expiration Date: June 30, 2006 • Supplier: Coleman & Sons • Agreement Type: Commodity Level • Release Required?: No • Step 2: Limits • Maximum Commitment: 150000 • Number of Days Before the Agreement Expires: 15 • Available Balance at or Below: 10 • Step 3: Pricing Terms • Full Description: Agency term contract negotiated pricing for commodity code • Commodity Code: 991450: Janitorial Services • Discount: None • Step 4: User Access • Editing Users: Vincent Ackerman • Step 5: Attachments • Add Attachment: Signed Contract.doc • Step 6: Summary • Record Master Agreement Request number and submit for approval MARTRAIN__________ MATRAIN___________

  37. Mock Master Agreement #3: Item Level • Step 1: Definitions • Title: Copy Paper - (your initials) • Description: This MA will be used to track purchase order for copy paper. • Method of Procurement: UND – Under Bid Threshold • Contract ID: CP01-(your initials) • Effective Date: July 1, 2004 • Expiration Date: June 30, 2005 • Supplier: Office Supplies Ltd • Agreement Type: Item Level • Release Required?: Yes • Step 2: Limits • Maximum Commitment: 24999.99 • Number of Days Before the Agreement Expires: 90 • Available Balance at or Below: 20% • Step 3: Pricing Terms • Line Item 1: 8.5 x 11 AA Recycled Paper ($35.50 per case) • Line Item 2: 8.5 x 14 AA Recycled Paper ($47.25 per case) • Line Item 3: 11 x 17 AA Recycled Paper ($57.50 per case) • Step 4: User Access • Editing Users: None • Restrict Release Access: Department of Management Services • Step 5: Attachments • Add Attachment: Signed Contract.doc • Step 6: Summary • Record Master Agreement Request number and submit for approval MARTRAIN__________ MATRAIN___________ Hint: The Supplier Part Number for each line item must be unique.

  38. Mock Release #1 – Supplier Level MA • Step 1: Add Title • Title: Media Supplies – (your initials) • Step 2: Add Items (Search by Contract ID: 12345 – your initials) • View the details of the contract to determine the pricing terms ‘BEFORE’ selecting the contract • Add 10 of each of the items listed on the contract using the appropriate pricing terms • Search and add commodity code for media supplies • NOTE: Total Cost should equal $202.50 • Step 3: Add Shipping Details • Use default Ship To address • Step 4: Accounting Details • Perform a Mass Edit to complete the following • Organization Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • Add Internal comments: Please approve ASAP • Step 6: Approval Flow • No additional approver required • Step 7: Summary • Record your requisition number and submit for approval Suggested Retail Price: VHS Tapes (6 PK) – $7.50ea Coaxial Cable - $5.00ea Surge Protectors – $10.00ea

  39. Mock Release 1 – Commodity Level MA Can a release order be generated against your Commodity Level MA? _______________________________________________

  40. Mock Release 1 – Item Level MA • Step 1: Add Title • Recycled Paper - (your initials) • Step 2: Add Items (Search by Contract ID: JS01 – your initials) • Line Item 1: 8.5 x 11 AA Recycled Paper (6 cases) • Line Item 2: 8.5 x 14 AA Recycled Paper (3 cases) • Line Item 3: 11 x 17 AA Recycled Paper (2 cases) • Step 3: Add Shipping Details • Ship To: 2600 Blairstone Road, Twin Towers Building Room 169 • Need By: (one month from today) • Step 4: Add Accounting • Org Code: 72020100100 • Expansion Option: JO • Object Code: 512000 (Furniture and Equipment) • Step 5: Add Comments • No comments • Step 6: Approval Flow • Add the role ‘Instructor’ as a watcher • Step 7: Summary • Record requisition number and submit for approval

  41. Mock Invoice 1 – Commodity Level MA • Step 1: Invoice Header • Title: Janitorial Service – June 04 - (your initials) • Supplier Invoice #: (enter the MA#_your initials) • Supplier Invoice Date: (June 1, 04) • Invoice Received Date: (today’s date) • Service Start Date: June 1, 04 • Service End Date: June 11, 04 • Supplier: Coleman & Sons • Supplier Contact: (select registered contact location) • Subtotal: $2500 Step 2: Invoice Lines • Invoicing without Order/Release?: Yes • Master Agreement:: (Search for your MA number to generate the invoice) Step 3: Summary • Add comment: Scanned invoice attached • Add attachment: Invoice 1.doc

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